North Davis Preparatory Academy (Utah)
28461--Personnel Records28463--Purchasing records
28323--Admin Asst Office Payroll/Purchasing/School Records
28144--Employee records
28338--Payroll register
28339--Accounts receivable
28615--Bank statements
28636--Administrative payroll reports
27778--Student cumulative files
27700--Accounts payable
AGENCY: North Davis Preparatory Academy (Utah)
SERIES: 28461
TITLE: Personnel Records
DATES: 2004-
ARRANGEMENT: Alphabetical by employee's surname
DESCRIPTION: These are the personnel files for all certified district employees. They are used to document employment. The files include the employment applications, authorizations for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check.
RETENTION
Retain for 65 year(s) or until separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Performance plans and evaluations, GRS-1966
AUTHORIZED: 02/05/2014
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then transfer to State Records Center. Retain in State Records Center for 65 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public
AGENCY: North Davis Preparatory Academy (Utah)
SERIES: 28463
TITLE: Purchasing records
DATES: 2009-
ARRANGEMENT: Chronological by purchase order number
DESCRIPTION: These are forms authorizing the order to purchase supplies or equipment by the school district. They contain the name of requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after end of fiscal year and then transfer to State Records Center. Retain in State Records Center for 2 years after end of fiscal year and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public
AGENCY: North Davis Preparatory Academy (Utah)
SERIES: 28323
TITLE: Admin Asst Office Payroll/Purchasing/School Records
DATES: 2011-
ARRANGEMENT: Chronological by year
DESCRIPTION: These are the Elementary Administrative Assistant records. They include office accounting, purchase order records, inventory records, packing slips and payroll records.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Purchase orders and requisition records, GRS-1544
AUTHORIZED: 07/05/2013
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public. 63G-2-301 (2)
AGENCY: North Davis Preparatory Academy (Utah)
SERIES: 28144
TITLE: Employee records
DATES: 2005-
ARRANGEMENT: alphabetic
DESCRIPTION: These are the personnel files for all certified district employees. They are used to document employment. The files include the employment applications, authorizations for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Performance plans and evaluations, GRS-1966
AUTHORIZED: 11/13/2012
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 62 years and then destroy.
APPRAISAL
Administrative
AGENCY: North Davis Preparatory Academy (Utah)
SERIES: 28338
TITLE: Payroll register
DATES: 2004-
ARRANGEMENT: Chronological
DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employee wage history records, GRS-1905
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private. 63G-2-302(1)(f)
AGENCY: North Davis Preparatory Academy (Utah)
SERIES: 28339
TITLE: Accounts receivable
DATES: 2004-
ARRANGEMENT: Chronological
DESCRIPTION: These are records of payments received by North Davis Preparatory from students and corporate donors. The records are used to document payment of school fees, extracurricular fees, and donations to travel abroad program. The records include total amount paid and name of payee.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 08/03/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: North Davis Preparatory Academy (Utah)
SERIES: 28615
TITLE: Bank statements
DATES: 2004-
ARRANGEMENT: Chronological by date
DESCRIPTION: These records support the administrative agency's function to audit the use of all public funds (Utah Code 51-2a-201 (2014)). These records document monthly statements showing the accounts payable and the accounts receivable regarding agency bank accounts. Information includes the bank name, total deposits and withdrawals, credit and cash balances, and related records.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. Utah Code 63G-2-302
AGENCY: North Davis Preparatory Academy (Utah)
SERIES: 28636
TITLE: Administrative payroll reports
DATES: 2009-
ARRANGEMENT: Chronological by date
DESCRIPTION: These records support the agency's administrative function to audit the use of all public funds (Utah Code 51-2a-201 (2014)). These records document agency payroll operations and are used for data entry. Information includes statistics, reports, and data used for workload and personnel management purposes.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302 (2014)
SECONDARY DESIGNATION
Public
AGENCY: North Davis Preparatory Academy (Utah)
SERIES: 27778
TITLE: Student cumulative files
DATES: 2004-
ARRANGEMENT: chronological, thereunder alphabetical
DESCRIPTION: These student files contain information on students attending school in the district. They are used to document student's attendance. They contain the copies of achievement test scores, the official transcript, copies of report cards, health records, and immunization cards. They are also called Student cumulative cards.
RETENTION
Retain for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Education performance and testing, GRS-1503
AUTHORIZED: 09/20/2011
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 12 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
AGENCY: North Davis Preparatory Academy (Utah)
SERIES: 27700
TITLE: Accounts payable
DATES: 2004-
ARRANGEMENT: Numerical by check number
DESCRIPTION: These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. Correspondence with vendors and computer printouts may also be included.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 08/22/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Fiscal
This retention is based on (UCA 70A-2-725 (1998)), which specifies a four-year statute of limitations in contracts for sale.
PRIMARY DESIGNATION
Public